Bulk Mail Sender With Predefined Templates(Web)

Submitted by

Khushi Kumawat

For the award of the degree of

MCA

Under the supervision of

Supervisior
(Mr. Bhanu Chauhan, Software Developer, Netparam Technologies Pvt Ltd)

Faculty of Mathematics and Computing

Banasthali Vidyapith

Banasthali - 304022

Session: 2024
 Abstract

The project "Bulk Mail Sender with Predefined Templates (Web)" aims to streamline the
process of sending bulk emails through a user-friendly web interface. This system is designed
to facilitate efficient communication by leveraging predefined email templates for various
occasions, such as interviews, holidays, festivals, and other events.

The application features an admin page as its entry point, which includes options for user
login and registration. Upon successful login, the admin is directed to a dashboard
comprising three main functionalities presented as cards:

1. Add User: This feature allows the admin to add new users by inputting their names
and email addresses. This functionality ensures that the system maintains an updated
list of recipients.
2. List of Users: This section provides a comprehensive list of all users, enabling the
admin to update or delete user details as needed. This feature ensures accurate and
current user information, which is crucial for effective email communication.
3. Mail Sending: The core functionality of the project is housed in this section, where
predefined templates for various occasions are available. The admin can select a
template, customize it as needed, and compose an email. The system supports adding
CC and BCC recipients and allows the admin to specify the email subject. Once
composed, the email can be sent to multiple users simultaneously.

This project is designed to enhance productivity and ensure consistent communication by

utilizing predefined templates, thus reducing the time and effort required for composing
individual emails. The implementation of an intuitive web interface further simplifies the
process, making it accessible and easy to manage for the admin.

Acknowledgement
Table Of Contents

 Objective (Problem Statement)

 Requirement Analysis (SRS)
o Requirement Specification
o H/w and S/w Requirements
o Feasibility Study
o Product Functions
o Use-case Diagrams
 System Design (SDS)
o High-level Design
o ER Diagram/Class Diagrams
o Database Design
o Data flow diagrams/Activity Diagrams
o Flowcharts/Sequence Diagrams
 Coding
o Only main Modules (if available)
 (Detailed Coding is not required)
 Testing
o Test cases
 User Interfaces
 Appendices
 References

Objective (Problem Statement)

The primary objective of the project is to develop a web-based application that facilitates the
efficient sending of bulk emails using predefined templates. The project aims to address the
following key objectives:

1. Streamlined Email Communication: Develop a user-friendly interface that

simplifies the process of sending bulk emails to a large number of recipients.
2. Time and Effort Reduction: Reduce the time and effort required for composing
individual emails by providing a selection of predefined templates for various
occasions.
3. User Management: Implement functionalities for user management, including the
ability to add, update, and delete user details, ensuring accurate and up-to-date
recipient lists.
4. Customization and Personalization: Allow users to customize predefined templates
to suit their specific needs and personalize emails by adding additional content.
5. CC and BCC Support: Enable users to include CC (Carbon Copy) and BCC (Blind
Carbon Copy) recipients in their emails, providing flexibility in communication.
Software Requirement Analysis (SRS)

A software requirements specification (SRS) document that describes the

functionality of the Bulk Mail Sender with Predefined Templates web application.

o Requirement Specification

FUNCTIONAL

• Login Page:

o The system shall provide a login page for administrators to authenticate

themselves.
o Upon successful authentication, the admin shall be directed to the main
dashboard.

• Registration Page:

o The system shall include a registration page for new administrators to sign up.
o Registration shall require basic information such as username, email, and
password.

• User Management:

• Add User:

The admin shall be able to add new users by providing their name and
email address.

• List of Users:

o The system shall display a list of existing users.

o Admins should be able to update and delete user details from
the list.

• Mail Templates:

o The system shall provide predefined email templates for

various occasions such as interviews, festivals, holidays, etc.
o Admins should be able to customize, add, edit, or delete
templates.

• Bulk Email Sending:

 o The system shall support uploading an Excel sheet containing
recipient details for bulk email sending.
o Uploaded Excel sheets shall be parsed and validated for correct
format and data.

• Bulk Email Composition and Sending:

o Compose Email: Administrators can compose bulk emails by

selecting a predefined template, specifying recipients, and
adding CC/BCC.
o Send Email: Administrators can send bulk emails to users.

NON-FUNCTIONAL

 AVAILABILITY

The system should be available whenever there is an active internet

connection.

 SECURITY

The system should implement secure authentication mechanisms to protect

user data.

 RELIABILITY

The system should be reliable and able to handle large volumes of emails
without downtime.

 PORTABILITY

The system should be accessible from any device with a web browser.

 MAINTAINABILITY

The system should be modular and easy to maintain.

o H/w and S/w Requirements

  Hardware Interfaces

Server Side:

RAM: 512 MB or more

HDD: 20 GB

Processor: 1-2 GHz or faster

Client Side:

RAM: 128 MB / 512 MB

HDD: 10 GB or more.

Processor: 480 MHz or faster

 Software Interfaces

Server Side:

OS: Windows Server 2000 or onwards

Web Application Server: MERN stack and [Link].

Database Sever: Mongo db

Client Side:

OS: Any GUI based OS

Browser: Any browser compatible with IE 5.0 or onwards

o Feasibility Study

Economical

Economic feasibility is crucial in determining the viability of the proposed system in relation
to its costs and benefits. It involves evaluating whether the project's expenses, including
hardware, software, development, and implementation costs, align with the allocated budget.
Cost/benefit analysis is conducted to assess the expected benefits against the project's costs.
Tangible benefits such as increased productivity and reduced operating costs, along with
intangible benefits like improved organizational planning and asset utilization, are
considered. In our project, while the cost primarily consists of hiring quality developers and
managers, the future financial benefits are substantial. The Request History application
promises benefits to both the company and clients by maintaining confidentiality and
ensuring diligent service provision.

Technical

Technical feasibility assesses whether the proposed system can be developed using existing
computer systems or if additional resources are required. The study examines hardware and
software configurations to ensure they meet the project's technical requirements. Different
configurations are explored, considering their costs and technical capabilities. Our project
benefits from well-defined technology , being open-source and readily available. This
accessibility ensures low costs while offering efficient solutions.

Operational

Operational feasibility evaluates whether the system can effectively meet user requirements
and operate as intended. It considers the availability of qualified manpower for system
development and implementation. User involvement is essential in determining operational
feasibility, ensuring that the system aligns with user needs. In our project, operations such as
requesting and scheduling scans, accessing scan reports, and performing bulk uploads are
designed to be user-friendly and intuitive.

o Product Functions

 User Management: Allows administrators to add, update, and delete users.

 Template Management: Enables administrators to manage predefined email
templates.
 Bulk Email Composition: Allows administrators to compose bulk emails using
predefined templates.
 Bulk Email Sending: Enables administrators to send bulk emails to users.
CLASS OF USE USE CASES DESCRIPTION
CASES
Use cases related to user Add User Allows the admin to add
management. a new user to the system
by providing their name
and email address.
View User details Enables the admin to
view the details of a
specific user, including
their name, email
address, and any other
relevant information.
Edit User details Allows the admin to
modify the details of an
existing user, such as
their name or email
address.
Block User Enables the admin to
block a user from the
system.
Search User Allows the admin to
search for users based on
criteria such as name or
email address.
Use cases related to View Templates Allows the admin to
template management view the list of available
email templates.
Edit Template Enables the admin to edit
existing email templates.
Add New Template Permits the admin to
create a new email
template.
Delete Template Allows the admin to
remove an existing email
template.
Preview Template Provides the admin with
a preview of how the
selected email template
will appear to recipients.
Use case related to Bulk Compose Email Allows the admin to
Email Composition compose an email
message for sending to
 multiple recipients.
Bulk Email Upload Enables the admin to
upload a list of recipients'
email addresses from an
Excel sheet.
Add CC/BCC Allows the admin to
Recipients include carbon copy
(CC) or blind carbon
copy (BCC) recipients in
the email.
Select Template for Permits the admin to
Bulk Email choose a predefined
email template for
sending bulk emails.
Preview Bulk Email Provides the admin with
a preview of how the
composed bulk email
will appear to recipients.
Use cases related to Bulk Send Bulk Email Initiates the process of
Email Sending sending the composed
email to multiple
recipients.
Track Bulk Email Status Enables the admin to
track the status of bulk
emails sent.
Resend Failed Emails Allows the admin to
resend emails that failed
to deliver in a bulk email
campaign.
Schedule Bulk Email Permits the admin to
Delivery schedule the delivery of
bulk emails at a specified
date and time.
 o Use-case Diagrams

Bulk Mail Sender with Predefined Template

Register

Login
Admin

Add User

View List User

Update User Detail

Delete User

Select Template

Compose Email

Send Bulk Email

User

Receive Email
o System Design (SDS)

The System Design Specification (SDS) outlines the architecture and design elements of the
Bulk Mail Sender with Predefined Templates (Web) project.

o High-level Design

o ER Diagram/Class Diagrams
o Database Design

o Data flow diagrams/Activity Diagrams

Level 0 DFD :-

Request
for Login
Admin Login
Response

Level 1 DFD :-

Request
Request for Login
for Login
Admin Login Database
Reply
Response

Send data

View List Add User Add User

Database

List Users Get data from database

 o Flowcharts/Sequence Diagrams
 Coding
o Only main Modules (if available)
 (Detailed Coding is not required)
 Testing
o Test cases
 User Interfaces
 Appendices
 References